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Setting up response publishing

Alexis Mackie -

This article explains how to set up questions to be published using the response publishing feature. Please speak to your account manager if you do not have response publishing enabled on your Citizen Space hub and are interested in learning more about it.

The first thing to do when setting up a consultation with response publishing is to create the consultation and add a consent question. Once that is done you can crack on with deciding which questions will be published - this can be done in 3 easy steps!

Step 1: Turn on response publishing

To turn on publishing for a particular consultation, once your consent question has been set up, go to the Consultation Dashboard and select Set Up Response Publishing:

 

...and then click on Turn Response Publishing On:

 

an image highlighting option 3 to set up response publishing on the consultation dashboard

 

When setting up response publishing you have the option to either:

  1. Display published responses immediately which enables approved responses to be publicly visible while the consultation is still open and collecting responses. Please note that the response must still be moderated, approved and published by the administrator before it can be published.
  2. Display published responses after the consultation closes which enables approved responses to be publicly visible after the consultation is closed.

You may turn off response publishing by selecting Do not publish responses. Responses that may have been previously published will no longer be visible to the public.

It is worth noting that both options to publish require the submission to be moderated and approved by the administrator before the response is published.

The option which is most suitable will depend on your requirements. If you are doing a reasonably short, one-off consultation - for example, on a particular policy or planning issue - you may prefer to wait until the consultation is closed before publishing.

Choosing 'display published responses immediately', on the other hand, might be more useful if you are using Citizen Space to run ongoing, generic surveys. For example, these could be internal feedback forms, or standardised 'customer experience' surveys.

If there's no specific closing date on the consultation, it's useful for the administrator to be able to publish responses while the consultation is still open.


Step 2: Set the consent question

The consent question must have a radio button answer component.

Once you have created your consent question and turned response publishing on, you'll see the Set Up Consent Question button.

Within the drop-down list you will see of all the questions in your consultation which have a radio button answer component. Select the question you added as the consent question.

This list will show both the question and reporting field headings you entered when setting up your survey - you need to select the reporting field heading.
In the example below, the reporting field heading for the consent question is 'Response publishing'.

Screen Shot to show the drop-down list of radio button questions with response headings

If you have not yet included a consent question, add one to your survey and return to set up the question following the above steps. 


Step 3: Set what questions get published

The default setting for all questions when you first set up the response publishing on each consultation is "Don't publish".

To allow publishing of questions, stay on the 'Set up Response Publishing" page, scroll down and you will see a table.

The left hand side of the table lists all the headings of answer components which can be published.

At the top of this table you will see Consent Answer and the answers to the consent question.

You must manually change the publishing settings for each answer component. Remember to reflect what you've outlined in the consent question.

Under Consent Answer, you can see the answers to the consent question.A table shows which answer components, sorted by page and then question, are allowed to be published, depending on the consent answer. Links are available to change these settings, for each consent answer.

How to set questions to be published

To change if an answer can be published or not, click on Change Settings under each answer. You can then toggle between 'Don't publish' or 'Allow publishing' depending on the answer component.

Top user tip: If you've got tons of publishing permissions to change, use 'TAB & ↓' - it is way faster than clicking! ~ Eachann Gillies, Scot Gov

A table shows which answer components, sorted by page and then question, are allowed to be published, for a particular consent answer. Options include 'Don't publish' and 'Allow publishing'

You may wish to have an option to the consent radio question which allows a user to opt-out of publishing completely, so the "Don't Publish Any" column for that respondent would be selected. 

Select the Save Changes button, and return to the main table via the Response Publishing Settings link at the top of the table.

And now you're all set for Response Publishing!

It is worth bearing in mind how qualitative and quantitative answer components work with response publishing: 

Qualitative (free text) responses which are allowed to be published must be moderated and approved before eventually being published.

Quantitative (multiple choice, tick box, radio buttons) are automatically approved and do not require redaction. 

Once your consultation is open and responses have been submitted, you may begin the process of moderation and redaction. Please read this article on moderation and redaction to guide you through this process.